Event Planning Checklist

Event Planning Checklist free pdf ebook was written by on August 20, 2004 consist of 3 page(s). The pdf file is provided by sua.umn.edu and available on pdfpedia since May 13, 2012.

event planning checklist
use this basic checklist to assist your group..(if applicable) and
schedule the performance date
? call the reservation office..meet with
the grant committee?
? what measures are you taking to...

excerpt: >a national laboratory of the u.s. department of energy
office of..

Use this basic checklist to assist your group in planning a successful event. Remember, we may not have all of the specifics thatyour event requires on this sheet, so brainstorm prior to starting your event planning to make sure everything gets covered!Name of Event: __________________________________Date: __________________________________________Time: __________________________________________Location: _______________________________________Event Purpose: ________________________________________________________________________________________________________________________________BRAINSTORMINGWill the event work?How many people do you need to make theevent happen?Does the event serve a need previously not meton campus?Do we have the resources to make it happen?BUDGETINGSee sample budget planning sheet (attached)SCHEDULINGOfficer in charge: ________________________________Talk with the appropriate room reservation officeoWhat size room do you need?oWhat kind of tech needs do you have?oWhat can you afford?Tentatively book a couple of datesCall your performer or vendor (if applicable) andschedule the performance dateCall the reservation office back to confirm yourdateSchedule a meeting to go over your tech needsand room set-upSchedule the travel arrangements for yourperformer (if necessary), including a ride to andfrom the airport and/or hotelBook hotels and/or make dinner reservations foryour performerPERMITS(see Student Group Handbook to determine if youneed any of these permits for your event)Event Planning ChecklistADVERTISINGOfficer in charge: _________________________________PosteringE-mailing ListservsChalkingOther forms of marketingSHOPPINGOfficer in charge: _________________________________Supplies needed for your event:oSilverwareoPlatesoNapkinsoCupsoDecorationsoCashboxoPerformer specific items/requestsoOther:_____________________________________________________________________WEEK PRIOROfficer in charge: _________________________________Call reservations and make sure all details aresecuredCall SAO and make sure all permits have beensigned and are completely ready to pick upCall performer and make sure travelarrangements are securedAssign event shifts for group volunteers (set-up,during, take down)Create any programs or fliers needed at theeventDAY OF EVENTOfficer in charge: _________________________________Pick up performer/vendor and get to performancesiteCompile performer requests in dressing roomArrive early for the event for set-upMeet vendors at the event and assist with set-upGreet guests at the doorHave fun!Clean up, remember that your reservationslocation may have special clean up regulationsAFTER THE EVENTOfficer in charge: _________________________________Send thank you notes to performers and tovolunteers who worked extra hardDo a post-event evaluation (see exampleattached)Make sure to pay all bills and turn in all grantpaperwork on time!!**Don’t forget to keep a list of the people and the phonenumbers that you are contacting throughout your planning.We suggest collecting them on the back of this list**Officer in charge: _________________________________Food Permit filled outOutdoor Space Permit filled outAlcohol Permit filled outSound Permit filled outSanitation Permit filled outSales/fundraising permit filled outSecurity ScheduledFilm LicenseGRANTS/FUNDRAISINGOfficer in charge: _______________________________If you are applying for grants, did you get yourapplications in by the deadline?Have you scheduled an appointment to meet withthe grant committee?What measures are you taking to ensure you canpay your performer/vendors up front?

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POST-EVENT EVALUATION1. Did we meet our goals/objectives with this event?2. Did we meet our budgetary goals?3. Did we have enough volunteers for the event?4. What could we have done differently to make the event better/more productive?5. Did we have enough advertising/PR for the event? How could we have made this better?6. Did we execute the program in a professional manner?7. Did we face any group conflict with this program? What was it? How was it resolved? What couldwe have done differently?8. Would we bring this vendor/performer in again? Was it worth it?9. Would we execute a similar program in the future? What changes would we make?10. How does this program allow us to grow as a group, officers, and leaders? Was it a goodprogram?

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